Administrative Specialist, Maintenance and Custodial Services

Location
Alexandria, Virginia
Posted
Oct 15, 2020
Closes
Nov 19, 2020
Ref
1965
Function
Administrative
Hours
Full Time
Job Description:

The Administrative Specialist for Maintenance and Custodial Services provides administrative support to office leadership and assists with daily operations. This position will help support the Maintenance and Custodial Services office by providing exceptional customer service, ensuring smooth and efficient scheduling, managing certain aspects of office correspondence, and completing associated administrative activities. This position will also provide an effective interface between administrative support staff within the Department, other ACPS departments and school-based staff.

Qualifications:

Education: High school diploma or equivalent.

Experience: A minimum of three years administrative experience, preferably providing direct support to management and/or senior leadership. Strong oral and written communications skills, expert-level proficiency with Microsoft Office Suite, and superior organizational skills.

Essential Functions:
  • Arranges and coordinates meetings and activities in support of office leadership.
  • Maintains a wide variety of files and records (manual/computer; confidential/non-confidential) (e.g. budget, purchase orders, payroll, etc.) to provide documentation in accordance with administrative and legal requirements.
  • Maintains inventory of office supplies for the purpose of ensuring availability.
  • Monitors assigned work program components (e.g. payroll, travel arrangements and reimbursements, meetings and events, etc.) to ensure goals are achieved, target dates are met and financial, requirements are satisfied.
  • Prepares a wide variety of written materials (e.g. Board Summaries, reports, memos, letters, financial information, minutes, etc.) to document activities, provide written reference and/or convey information.
  • Processes a wide variety of documents and materials (e.g. payroll adjustments, leave slips, employment verifications, course reimbursement, budget adjustments, etc.) to disseminate information in compliance with program, district, state and/or federal requirements.
  • Researches a wide variety of topics (e.g. policies and procedures, education codes, legal and compliance information, etc.) to provide information for addressing office, Department and ACPS division-wide administrative requirements and practices.
  • Responds to a wide variety of inquiries from internal and external parties (e.g. staff, parents, students, public agencies, etc.) to provide information, facilitate communication among parties and/or provide direction. Directs inquires to appropriate personnel for resolution.
  • Helps manage recruitment process for office, to include scheduling of interviews, arranging interview panels and contacting applicants accordingly.
  • Serves as a resource to other support staff to provide direction and/or technical support with assignments.
  • Attends meetings and workshops to record events, convey and/or receive information.
  • Assists other personnel as required to ensure an efficient and effective work environment.
  • Enters data into a variety of computer-based facility maintenance programs.
  • Other duties as assigned.

Clearances:
  • Criminal Justice Fingerprint/Background Clearance.
  • Tuberculosis Skin Test.

WP

Primary Location:
Central Office
Salary Range:
$43,660.80 - $53,683.20 / Support SUP-22
Shift Type:
Full-Time

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